GISELDA OVIEDO
Owings,MD
Summary
Knowledgeable, experienced, and detail-oriented office administrator with 10+ years of experience focusing on leveraging administrative and management skills, and a proven track record in streamlining operations and enhancing efficiency. An upbeat team player with an expansive toolkit of interpersonal skills and business operations knowledge. In charge of a team of 13-person office working during a change in ownership, implemented new organization systems, and improved employee productivity by 15%.
Overview
13
13
years of professional experience
Work History
Office Manager Administrator
Versar Global Solutions (before merger Louis Berger Services Inc.)
08.2021 - Current
- Assist in the management of a multimillion highway transportation project as a subcontractor for VDOT, with planning, writing scope of work, and preparing deliverables to client
- Supervise and coordinate administrative activities for the executive leadership staff to optimize their time and organizational effectiveness
- Oversee/perform human resource management and training, procurement, materials and supplies, inventory management, fixed assets, and facility management
- Provide administrative support to the executive leadership staff with secretarial-style support using Microsoft Office tools, master filing systems, and production of reports and presentations
- Assist with expense reports and corporate credit card reconciliations
- Assist in the development and monitoring of the budget and contract management
- Schedule travel arrangements and coordinate/plan special events
- Coordinating and documenting releases of information pertaining to the project for client approval and posting as requested
- Provide guidance regarding business plan performance measures, data collection, and reporting
- Provide training to new employees to know company rules, regulation, safety for highway work
- Provide Spanish to English translation to new Latin-American truck drivers to fill work report.
Office Manager
State Highway Administration
06.2021 - 08.2021
- Oversee/perform all aspects of human resource management, procurement, materials and supplies, inventory management, fixed assets, and facility management for highway operation and maintenance
- Assist in the development and monitoring of the operation and maintenance budget
- Provide guidance regarding business plan performance measures, data collection, and reporting
- Direct supervision of administrative and clerical staff performing procurement, inventory, human resources, customer service, and other office administrative duties.
Procurement Officer
State Highway Administration
07.2019 - 06.2021
- Assemble request for quotation, invitation for bids, and requests for proposals for the Office Manager review for the state highway operation
- Gather products and prices data for procurement negotiations with vendors and suppliers
- Determine the needs and requirements for the services or products to purchase, and research their availability by use of the internet, professional publications, discussion with company representatives to be able to identify key differential and distinguishing characteristics among various competing products and services
- Assist the Office Manager with contract preparation, contract negotiation, and contract management; and prepare contract documents in accordance with established contract format and procedures
- Answer inquiries from contractors, vendors, suppliers, and other interested parties regarding projects, contracts, and schedules for state highway operation and maintenance
- Review and process contractors’ invoices to ensure accurate payment and compliance with contract regulations
- Use FMIS, a secure financial management software program that has restricted access, with knowledge of the rules and procedures regarding the proper use and security of the system
- Initialize payments, set up blanket purchase orders, track payments, determine spending and remaining values in contracts
- Understand the purpose of blanket purchase orders in FMIS and make payments as appropriate to contractors and suppliers.
Administrative Assistant III
State Highway Administration
01.2014 - 07.2019
- Act as the administrative assistant to the Resident Maintenance Engineer overseeing the maintenance of State roads and the operations of the office in Lower Montgomery County, MD, which has a labor force of approximately 50 employees among truck drivers and administrative personnel
- Considered emergency essential employee and on call 24/7 during snow season or in the event of an emergency
- Assist the Resident Maintenance Engineer and the Assistant Resident Maintenance Engineer to ensure all roads maintenance and repair, snow removal, and equipment are maintained and performed in accordance with the rules, policies, and regulations promulgated by the State and local authorities
- Act as the liaison for the supervisor by maintaining contact with internal/external customers to coordinate and ensure all emergency work related activities are executed in a timely manner and in accordance with approved procedures
- Maintain top quality customer service attending customers reporting unsafe road conditions or any other kind of hazard on State roads to ensure that information flow is accurate and prompt
- Compose correspondence for supervisor’s signature entailing a wide knowledge of the department’s programs, procedures, functions, and policies
- Exercise independent decision-making authority within designated limits by maintaining confidential correspondence files and other documents as needed
- Type and format materials using word processing or other software on personal computer
- Administer and maintain payroll and time sheets for all employees, prepare and transmit those records to account office
- Maintain payroll, personnel, and related statistical records, handle personnel actions
- Create, modify, and manage spreadsheets, charts, and databases
- Receive and respond to customer complaints, compliments, comments, and inquiries about road maintenance services and projects impacting customer’s commute
- Communication with customers is made either via a telephone or online through the Customer Care System
- Establish and maintain filing system and adequate supply of office materials.
Administrative Assistant II
Motor Vehicle Administration
05.2013 - 01.2014
- Secretarial/administrative support work involving responsibility for facilitating departmental management details for the IT Director
- Performed a variety of complex secretarial duties requiring a comprehensive knowledge of the agency’s programs and the exercise of independent judgment and action, including the making of frequent decisions in accordance with delegated powers from the Director
- Provide primary emphasis was placed upon to relieve the Director from operational details by summarizing data into concise form, preparing correspondence and technical or confidential reports
- Screened visitors who were obtaining or reporting information and represented the Director in meetings
- Authorized to establish and maintain methods and procedures which would increase office production in accordance with agency standards
- Researched and organized background material in preparation for meetings and conferences; scheduled and prepared meetings minutes.
Paralegal
Koonz, McKenney, Johnson, DePaolis & Lightfoot LLP
08.2011 - 03.2012
- Assisted attorneys engaged in civil litigation in the areas of personal injury and worker’s compensation
- Organized, managed, and updated client files and pleadings
- Reviewed and analyzed client files, data, and documents to assist in the investigation of facts and allegations involved in discovery
- Assisted in preparing documents for production and witness files to be used in depositions and/or trials
- Assisted in researching and drafting legal opinions, briefs, and other documents used in litigation
- Drafted, edited, and proofread legal documents, cover letters, administrative memos, and Word documents
- Provided data entry support and performed various searches on litigation databases
- Scheduled and tracked depositions, filing deadlines, indexed and summarized documents and depositions
- Coordinated discovery and/or filings with courts and government agencies
- Performed basic and factual research using online databases and libraries
- Prepared documents and logistics for trial, witnesses, and/or briefing notebooks
- Interviewed witnesses, and assisted at hearings, trials, and/or client meetings
- Maintained a direct line of communication with clients to guide them through the steps of the litigation process
- Managed attorneys’ agenda; organized background material in preparation for meetings, depositions, and hearings.
Education
Project Management Essentials Certificate, PMP Certification Prep. -
Purdue University
Master’s in Professional Studies, Paralegal Studies -
The George Washington University
Paralegal Certificate, Paralegal Studies Program, ABA approved -
Georgetown University
Bachelor’s Degree, Major in Law, specialized in Civil Litigation -
University of Araraquara
Skills
Financial Management
Schedule Management
Problem Resolution
Regulatory Compliance
Timeline
Office Manager Administrator
Versar Global Solutions (before merger Louis Berger Services Inc.)
08.2021 - Current
Office Manager
State Highway Administration
06.2021 - 08.2021
Procurement Officer
State Highway Administration
07.2019 - 06.2021
Administrative Assistant III
State Highway Administration
01.2014 - 07.2019
Administrative Assistant II
Motor Vehicle Administration
05.2013 - 01.2014
Paralegal
Koonz, McKenney, Johnson, DePaolis & Lightfoot LLP
08.2011 - 03.2012
Project Management Essentials Certificate, PMP Certification Prep. -
Purdue University
Master’s in Professional Studies, Paralegal Studies -
The George Washington University
Paralegal Certificate, Paralegal Studies Program, ABA approved -
Georgetown University
Bachelor’s Degree, Major in Law, specialized in Civil Litigation -
University of Araraquara
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